HomeMy WebLinkAboutReso 112-2007RESOLUTION NO. 112-2007
CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA
A RESOLUTION AMENDING THE FOLLOWING
SECTIONS OF THE CITY COUNCIL HANDBOOK: (1)
APPENDIX 3 AND APPENDIX 10, MODIFYING THE
CITY COUNCIL EXPENSE REIMBURSEMENT POLICY
AND REIMBURSEMENT REQUEST FORMS, AND (2)
APPENDIX 4, MODIFYING THE CITY COUNCIL
DISCRETIONARY BENEFIT OPTION
WHEREAS, at a meeting of the City Council held on November 28, 2007, the City Council
directed staff to prepare amendments to the City Council Handbook regarding the City Council
Expense Reimbursement Policy and the discretionary benefit option for Councilmembers.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San
Francisco hereby authorizes amendments to Appendix 3, 4, and 10 of the City Council
Handbook, attached as Exhibits A, B, and C to this Resolution.
I hereby certify that the foregoing Resolution was regularly introduced and adopted by the
City Council of the City of South San Francisco at a meeting held on the 28th day of
November, 2007 by the following vote:
AYES: Councilmembers Mark N Addiego Joseph A. Fernekes and Karyl Matsumoto,
Vice Mayor Pedro Gonzalez and Mayor Richard A. Garbarino
NOES: None
ABSTAIN: None
ABSENT: None
ATTEST: ~
Irene Soto, nterim City Clerk
EXHIBIT A
Amendments to A,ppendiz 9 of the City Council Handbbook
Amendments to Appendix 9 of the City Council Handbook read as follows:
(added text underlined; ~°'a *~n~et~e~tgl}):
CITY COUNCIL POLICY REGARDING
REIMBURSEMENT OF COUNCILMEMBER EXPENSES
AUTHORIZED EXPENSES
City funds, equipment, supplies (including letterhead), titles, and staff time must only be used for
authorized City business. Expenses incurred in connection with the following types of activities
generally constitute authorized expenses, as long as the other requirements of this policy are met:
(1) Communicating with representatives of regional, state and national government on City
adopted policy positions; (2) Attending educational seminars designed to improve officials' skill
and information levels; (3) Participating in regional, state and national organizations whose
activities affect the City's interests; (4) Recognizing service to the City (for example, thanking a
longtime employee with a retirement gift or celebration of nominal value and cost); (5)
Attending City events; (6) Implementing aCity-approved strategy for attracting or retaining
businesses to the City, which will typically involve at least one staff member; (7) Direct
expenses, including mileage reimbursement and audio or video tape or DVD costs, related to
participation in community outreach programs (that do not involve any political advocacy); and
(8) Meetings such as those listed above for which a meeting stipend is expressly authorized
under this policy.
All other expenditures require prior approval by the City governing body.
Examples of personal expenses that the City will not reimburse include, but are not limited to:
(1}The personal portion of any trip, including meals, lodging, and other incidental expenses; (2)
Political or charitable contributions or events; (3) Family expenses, e~ti~g including spouse
or significant other's registration or meal expenses when accompanying Councilmember on
City-related business; (4) Entertainrnent expenses, including theater, movies (either in-room or at
the theater), sporting events (includiing gym, massage and/or golf related expenses), or other
cultural events; (5)Non-mileage personal automobile expenses, including repairs, traffic
citations, insurance or gasoline; (6) Costs of alcoholic beverages and (7) Personal losses incurred
while on City business. Any questic-ns regarding the propriety of a particular type of expense
should be resolved by the City Cowicil before the expense is incurred.
COST CONTROL
To conserve City resources and keep expenses within community standards for public officials,
expenditures should adhere to the following guidelines. In the event that expenses are incurred
which exceed these guidelines, the cost borne or reimbursed by the City will be limited to the
costs that fall within the guidelines.
TRANSPORTATION
The most economical mode and class of transportation reasonably consistent with scheduling
needs and cargo space requirements must be used, using the most direct and time-efficient route.
Charges for rental vehicles maybe reimbursed under this provision if more than one
Councilmember is attending an out of town conference, and it is determined that sharing a rental
vehicle is more economical than other forms of transportation. In making such determination,
the cost of the rental vehicle, parkin; and gasoline will be compared to the combined cost of
such other forms of transportation. csovernment and group rates must be used when available.
Airfare. When possible, Councilmembers should arrange for air travel to be reserved paid ~ in
advance by the City at the most economical and reasonable round-trip fare consistent with the
Councilmember's scheduling needs. If advance arrangements cannot be made due to lack of
advance warning or other extenuating circumstances, Councilmember'smay bereimbursed for
the expense of the airfare, so long a:; it is the most economical and reasonable round-trip fare
consistent with the member or employee's scheduling needs.
Automobile. Councilmembers shall use City vehicles for travel in performance of official
duties, when available. A log sheet shall be provided in all City Council vehicles for
Councilmembers to login destination dates, and milea~,e for all travel. If a City vehicle is
unavailable Councilmembers may bye reimbursed for expenses incurred in traveling by personal
vehicle on official business at the atmual Internal Revenue Service Standard Mileage Rate. The
distance of travel will start from thc~ place of work or from home, whichever is closer to the
destination point of official business. Reimbursement shall include road and bridge tolls.
Councilmembers shall be responsible for procuring and maintaining liability insurance for their
personal vehicles.
Car Rental. Councilmembers should arrange for car rentals to be reserved in advance by the
City at the most economical rate available for cars of standard size or smaller. If advance
arrangements cannot be made due to lack of advance warning or other extenuating
circumstances, Councilmembers may be reimbursed for the expense of car rental. Since the City
has no insurance coverage on the first $5 000 of property_dama~e and the first $100,000 of
liability coverage, optional insurance coverage for rental cars is both reimbursable and
recommended..,
Public Transportation, Tanis/Shuttles. Because of the relativel~~h cost of car rentals,
Councilmembers should wei the cost effectiveness of using taxis, shuttles, or public
transportation when travelingout of town and choose the most economical means consistent with
time and scheduling constraints. Ta~;is or shuttles fares may be reimbursed, including a 15
percent gratuity per fare, •~ ~o~ +~,o ^~»~~ i. ~ r„~ ~~ eYw~' cr ~o~~ +~,,,,, +~,o ece+ c~,..,,. ron+.,i
REGIONAL NON-PROFIT OR SERVICE ORGANIZATION EVENTS
Annual Limit for Regional Events and Dinners. Each Councilmember is subject to an
reimbursement limit of $1,500 per fiscal year for attendance at events, including dinners, that
benefit non profit/service organizati<~ns (e.g., Kiwanis, Rotary, and Lion's clubs) and
associations of government (e.g., CC'AG ABAG LOCC Peninsula Division, San Mateo County
Council of Cities) in the San Francisco Bay Area. The annual reimbursement limit shall be
effective as of January 1, 2008.1 Charges for these expenses shall be to City Account Numbers
4310 and 4380.
Expenses for attendance at conferences outside of the Bay Area (e.g, LOCC state conferences or
committee meetings) are not subject to the $1 500 annual reimbursement limit. The annual limit
for this category of expenses shall be determined as part of the annual budget process.
Membership dues for an~non-profit or service organization are not reimbursable expenses.
LODGING
Lodging expenses will be reimbursed or paid for when the location of the official City business
is greater than 50 miles from the Councilmember's work or home, whichever is closer to the
destination.
When possible, Councilmembers should arrange for lodging expenses to be reserved in advance
by the City at the most economical and reasonable rates for single occupancy lodging that is in a
location that is reasonable and convenient in relation to the Councilmember's scheduling and
official business needs.
Conferences/Meetings. If such lodging is in connection with a conference, lodging expenses
must not exceed the group rate published by the conference sponsor for the meeting in question
if such rates are available at the time of booking.
Other Lodging. Travelers must request government rates, when available. Lodging rates that
are equal or less to government rates are presumed to be reasonable and hence reimbursable for
purposes of this policy. Actual lodging costs that exceed the government rate for the area maybe
reimbursed conditioned upon performance of a good faith effort, evidenced by documentation
(e.g., Internet search, phone calls) tlsat demonstrate an attempt to find median-priced lodging.
~ Because the reimbursement limit runs wiith the fiscal year, expenses for participation at regional events for non-
profit/service organizations and associations of government will be capped at $750.00 for the first two months of
2008.
MEALS
Councilmembers may be reimbursed for expenses incurred for meals consumed in conjunction
with travel on official business. Reimbursable meal expenses and associated gratuities will not
exceed $70 ep r daX and must be substantiated by itemized receipts. +~,o r^»,,..,;~n ,..,+o~:
Breal~st ~
~ ~
der $4.8
Such amounts will be annually adjusted beg_mnin~ 1/1/2009 to reflect changes in the cost of
living in accordance with statistics published by the United States Department of Labor, Bureau
of Labor Statistics Consumer Price Index, all urban consumers for the San Francisco
Metropolitan Area. (The annual adjustment will be based on this area whether travel is within the
area or not.}
If a meal is provided by a conference or organized educational activity, or otherwise included in
the payment of registration fees, Councilmembers may not be reimbursed for meals purchased in
lieu of, or in addition to, the provided meal.
Meal expenses incurred by a Councilmember's spouse or immediate family shall not be
reimbursed,
ADDITIONAL INCIDENTAL E~ENSE REIlVIBURSEMENT
Councilmembers may be reimbursed for actual and necessary incidental expenses incurred in
connection with a conference, organized educational activity, or other performance of official
duties. Incidental expenses include reasonable gratuities for hotel and airline employees,
baggage fees, parking fees, cab fares, public transportation costs, tolls, telephone calls,
telegrams, faxing, and special delivery services related to the performance of official duties,
telephone calls of a personal nature, hotel Internet charges, and other such incidental expenses.
Councilmembers maybe reimbursed for such incidental expenses related to reasonable gratuities
for which receipts are not customarily given.
Because the City provides cell phones to Councilmembers, phone reimbursement while traveling
out of town should be submitted only if no cell phone coverage exists. Reimbursement for
expenses incurred in placing telephone calls of a personal nature shall be limited to $10 per day
for travel within California, and $2CI per day for travel outside of California.
All other actual and necessary expenses incurred in the performance of official duties that are not
described in this Policy shall not be reimbursed unless approved before the expense is incurred.
PROHIBITED EXPENSE REIMBURSEMENTS
Councilmembers shall not be reimbL~rsed for non-business expenses including, but not limited to,
entertainment expenses such as movie rental fees, theater tickets or sporting event fees, fines for
parking citations, laundry, replacemf;nt fees for lost keys, fees assessed for damage to lodging
premises, and expenses incurred pursuant to personal portions of business travel, including extra
lodging and meals.
EXPENSE REPORT CONTENT .AND SUBMISSION DEADLINE
A11 Councilmember expense reimbursement requests must be submitted on the Expense
Reimbursement Forms found in Appendix 3 of this Handbook.
Expense reports must document that the expense in question met the requirements of this policy.
For example, if the meeting is with a legislator, the local agency official should explain whose
meals were purchased, what issues were discussed and how those relate to the City's adopted
legislative positions and priorities.
Councihnembers must submit their expense reports within 30 days of an expense being incurred,
accompanied by receipts documentvng each expense. Restaurant receipts, in addition to any
credit card receipts, are also part of ~khe necessary documentation.
Inability to provide such documentation in a timely fashion may result in the expense being
borne by the Councihnember.
Reimbursements will not be made until after review and approval by the Ci Manager and the
Finance Director (or their designees) for compliance with AB 1234.
1032405.1
Form 1, Local Events, Object 4310 or 4380
Page 1 of 1
City Council Expense Form 1
Local Events
including; local workshops or conferences
(not overnight, and not including mileage.
For mileage:, please use form Monthly Form 4)
Name/Sponsor of Event:
Meeting/Event Date:
^ Attach agenda, or, briefly describe how event affects City's interest:
EXHIBIT B
$ Cost of Event
Attach Receipt and Return to City Manager's Office
If .mileage reimbursement is requested, use Form 4, Monthly Mileage Form
I hereby certify that attendance at the above event furthered the City's interests.
By:
Reviewed by:
City Manager's Office
Reviewed by:
Councilmember
Finance Director
X.•ICityManager/Council Form l.doc
Date:
Date:
Date:
City Manager's Staf}: Attach completed form to Check Request along with receipts and send to Finance
Director
City Council Form 2
Page 1 of 1, Object 4320
City Council Expense Form 2
Registration for
Overnight Travel:
Conferences, educational, or legislative meetings
out of the area (exceeding 50 miles one way from SSF)
Generally filled out by City Manager's Office staff
Fill out separate form for each event attending
Name/Sponsor of Event:
Meeting/Event Dates and Location
Attach agenda/flyer ^
or briefly describe how event affects City's interest if not a League of Calif. Cities event:
1. Registration Cost _
If City Manager's Stuff is pre-registering for Conference/meeting/workshop,
attach this form to receipt(s) and attach to check request. Stop here. Additional
expenses incurred afl:er pre-registering to be filled out upon return from trip
using Form 3
I hereby certify that attendance at the above event furthered the City's interests, and that
the Council has approved the number of Councilmembers attending this workshop.
By:
Reviewed by:
Reviewed by:
Date:
Date:
Date:
Finance Director
X.- I City Manager/Council Form 2. doc
City Manager's Staff: Attach completed form to Check Request along with receipts and forward to
Finance Director
Councilmember
City Manager's Office
City Council Form 3, Object 4320
Page 1 of 2
City Council Expense Form 3
Non Registration Expenses Related to
Overnight Travel:
Conferences, educational, or legislative meetings
out of the area (exceeding 50 miles one way from SSA
Fill out separate form for each event attending
Name/Sponsor of Event:
Meeting/Event Dates and Location
1. Number of Days of Meetings (Attach Agenda)
2. Number of days lodging claimed
3. If 2 exceeds 1 above, then attach explanation on why travel home was not
possible after the last day of the conference/workshop/meeting, to avoid
another day's lodging; expense for City, or attach check payable to City of
South San Francisco for extra night's lodging and check here: ^
4. City Manager's Staff': Was daily hoteUlodging rate .equal to or less than
advertised group rate?
Yes ^
If yes, City Manager's Staff initials:
If no, ^ attach check payable to City of South San Francisco for difference
Meals
Maximum meal allowance per day is $70, with receipts, including tips. If
conference/event provided one or more meals as part of the event,
Councilmember may Holt use that portion of the meal allowance, and must deduct
it from the maximum per day allowance at the following rates:
Breakfast: $12; Lunch $18; Dinner $40
Total Meal Receipts claimed/included
Meal receipts equal no more than $70/day less any conference provided
meals
City Manager's Staff initials:
or
^ Check is attached for difference, payable to City of South San
Francisco
City Council Form 3, Object 432~D
Page 2 of 2
6 ^ Parking, Airport Shuttles & Taxis (including tips), Buses, Subway
Receipts are attached for travel to from airport and while at Conference.
Note: rental cars carry additional cost and liability and should generally not be used
for travel while at conference. Use of taxis or public transportation is encouraged. If
rental car was used, attach explanation .
Confirm if rate was for stand~~rd size car or less ^
Councilmember's initials
City Manager's Staff initials
7 Incidentals Related to thi;> Trip: List below along with amounts, and attach
receipts
Incidental Items: Amt.
Because city provides cell phones for city business, telephone charges should
generally not be submitted as~ part of a hotel bill for overnight travel. If submitted,
attach explanation.
Attach all Receipt and Return to City Manager's Office
If mileage reimbursement is requested, use Form 4, Monthly Mileage Form
I hereby certify that attendance at the above event fiuthered the City's interests, and that
the airfare reflected the most economical alternative given my scheduling needs.
By:
Reviewed by:
Councilmember
City Manager's Office
Reviewed by:
Fvnance Director
X.• I City Manager/Council Form 3. doc
Date:
Date:
Date:
City Manager's .Staff Attach completed form (along with prior Form 2) to Check Request along with
receipts and send to Finance Director
City Council Form 4, Object 432()
Page 1 of 1
City Council Expense Form 4
Monthly Mileage Reimbursement
Turn in at Least Monthly
Month of
Councilmember:
Date Event Name/Descrip~tion Miles
R/T
Total Miles for Month:
X Reimbursement Rate/mile
X .485 per mile for 2007
Total Mileage
Reimbursement for Month
I hereby certify that attendance at the above event furthered the City's interests.
By:
Councilmember
Reviewed by:
Reviewed by:
City Manager's Office
Date:
Date:
Date:
Finance Director
X.• I City Manager/Council Form4.. doc
City Manager's Staff Attach completa~d form to Check Request and forward to Finance Director
City Council Form 5, Object 4320
Page 1 of 1
City Council Expense Form 5
Monthly Misc. or Incidental Ezpenses not related to Travel and Meetings
Turn in at least monthly to City Manager's Office
Councilmember
Month of
Date Amt. Descri tion
Attach all Receipt and Return to City Manager's Office
If mileage reimbursement is requested, use Form 4, Mileage Form
I hereby certify that attendance at the above purchases furthered the City's interests and
were not for personal use.
By:
Councilmember
Reviewed by:
Reviewed by: _
Fv~ance Director
X.• I City Manager/Council Form 5. doc
Ciry Manager's Office
Date:
Date:
Date:
City Manager's Staff Attach completed form to Check Request along with receipts and send to Finance
Director
EXHIBIT C
Amendment to Appendix 4 of the City Council Handbook
The Discretionary Benefit Option sec;tion of Appendix 4 is hereby amended to read as follows:
(added text underlined; ~°'°+°a *°°* "a-st~k~tl~eugl~):
Benefit Provision When Eligible
Discretionary City will pay ~86~-50% of the average of medical, First of the month
Benefit Option dental, and vision costs (in an amount not to following date of
exceed $550.00 X~er month into deferred appointment.
compensation account if emgle3~ee
Councilmember ~~enuu~~a#~s~-maintains medical
coverage elsewhere.
1032409.1